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Mass upload of Legacy document numbers in Cloud

  • 22 March 2024
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Good day community.

We have a client that is implementing Cloud and need to migrate 10 000 plus documents from legacy, along with their existing document numbers.

In Apps 10 it was possible to upload multiple files at once using the File Import screen. On here it was possible to change the document number to a legacy number when uploading new files

 

In Cloud I believe the same can be done using Create Documents.

However, it allows me to create documents and to enter Legacy Numbers

 

 

but once I save, it returns this error:

 

 

If I leave the number column blank, it generates the documents without issue, using the automatic numbers, which we don’t want.

 

This is not Document Class related as the Create Document Assistant and creating Documents via Revisions allows me to change the number. The other option, Document Upload screen does not have an option to change the Document number.

 

Is there something We’re missing or alternatively, how would we migrate the documents into Cloud using the legacy number?

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Best answer by Mathias Dahl 25 March 2024, 12:30

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Not sure whether this works but. If the legacy doc no’s were in a sequence, may be you can investigate and see whether number counter and/or a booking list can be used in some way for this. Please refer the documentation for more information.

Format of the Link :

<Your environment url>/Documentation/en//CreateAndMaintainDocument/ActivityCreateNewDocumentTitleAndRevision.htm

http://clouddocs/ifsdoc/Greenhouse/Documentation/en//CreateAndMaintainDocument/ActivityCreateNewDocumentTitleAndRevision.htm

http://clouddocs/ifsdoc/Greenhouse/Documentation/en//CreateAndMaintainDocument/AboutDocumentNumberGenerator.htm

http://clouddocs/ifsdoc/Greenhouse/Documentation/en//CreateAndMaintainDocument/ActivityCreateNumberCounter.htm

http://clouddocs/ifsdoc/Greenhouse/Documentation/en//CreateAndMaintainDocument/ActivityCreateBookingList.htm

Mathias Dahl
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This error is due to a bug that we recently fixed:

However, when I test I cannot set the document number 😮
 

/Mathias
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Thanks Mathias. Is this something that we would need to log a call with IFS about?

 

 

Mathias Dahl
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@Wynand 

I discussed this and had a look around and it looks like we never intended for a user to be able to enter a value for the document number in that assistant in Aurena/IFS Cloud. It's not what you want to hear, but it's quite clear it was not on the requirements list at the time. For this reason I cannot ask you to file a case about getting a bug fixed, because there is no bug to be fixed. You can however create an idea in the Ideas section here on IFS Community to get that feature added.

As for how to handle your legacy documents, the best option is to use our Premium integration API, CreateAndImportDocument, to create the documents and upload the files. It will allow you to provide the document number.

There is also another option, which relies on having access to Test-A-Rest, which I have described here:

https://community.ifs.com/ifs-document-management-employee-partner-only-257/document-management-data-templates-20843?postid=76992#post76992

Partners should have access to Test-A-Rest via this link:

https://docs.ventechi.com/010_demo_platform/040_presales/030_running_scripts/

(It's referred to as the script runner there)

With this approach, you only need to fill in the documents to be imported in the CSV file (you can use Excel) and then there is a script that will use Test-A-Rest to import the documents for you.

It will probably take a few hours to import that many documents but all the nitty gritty details will be taken care of.

Good luck!
 

/Mathias
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Thanks Matthias. I’ll discuss with your Solution Architect regarding these options. A few hours are still way better than creating them one at a time 😁

 

Once again, thanks

 

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